CREATING AND EDITING A DOCUMENT

LESSON 10

CREATING AND EDITING A DOCUMENT

Structure

10.0     Introduction

10.1     Objectives

10.2     Creating a Document

10.3     Entering Text in the Document

10.4     Moving Around the Document

10.5     Editing Operations

10.6     Inserting, Replace and Deleting character

            10.6.1 Inserting character

            10.6.2  Replacing character

            10.6.3  Deleting character

            10.6.4 Deleting a block

            10.6.5 Moving text

            10.6.6  Using a Toolbar

            10.6.7  Using the menu bar

            10.6.8  Using click and drag function

            10.6.9 Copying text

10.7     Using the Toolbars

10.7.1 Using Menu bar

10.7.2 Using Click and Drag Function

10.7.3 Deleting a Block

10.8     Undo Repeat

10.9     Find and Replace text

10.10   Save and exit

10.10.1            Auto Saving Document

10.11   Opening an Exiting Document

10.12   Quitting Word

10.13   What You Have Learnt

10.14   Terminal Question

10.15   Feedback to In-Text Questions


LESSON 10

CREATING AND EDITING A DOCUMENT

10.1     INTRODUCTION

Now you are familiar with the basics of Ms-Word. After invoking Ms-Word, the next step is to create a file or document in which you can work. By default Ms-Word opens a new blank document when you start it. As you have seen from fig. 9.2 in the previous lesson, you noticed a blank work area where you can straight away type your text.

However, let us close this work area by clicking the left mouse button at file on the main menu bar and then at close. The work area will disappear. Now, suppose you want to create a new document.

10.2     OBJECTIVES

At the end of the lesson you would be able to do the following functions

·         creating a file

·         opening an existing file

·         insert text in a file

·         editing the document

·         deletion of text

·         copying

·         moving

·         undo/repeat the last command

·         replacing text

·         save and exit

10.3     CREATING A DOCUMENT

You can create a document by clicking on filefrom the menu bar and then selecting New. Ms-Word will prompt you to choose a document or a template as shown in Fig. 10.1. In Ms-Word there is a keyboard equivalence of each command. In each option of the main menu you notice that an alphabet of that option is underlined (F in file, E in edit, V in view, etc.). If you type that alphabet while pressing the ALT key that particular option is invoked. For example, you can type in Alt+F to open the file option from the main menu.


Fig. 10.1  Selecting a New Document

Choose the default Document and General and then click on OK. A blank document will be displayed where in you can type the text. Ms-Word gives a temporary name to this file as ‘Document 1’, until you save that document with a file name.

Instead of clicking File and New you can directly open a new document by clicking at the NEW icon on the standard tool bar (the first icon on standard tool bar). Ms-word provides the facility that as you take the mouse pointer to a particular icon a message will pop up. For example, as you take the mouse button to the first icon on the standard tool bar, you will suddenly find NEWwritten there.

           

 

                                   

Fig. 10.2 Create Document Tool

10.4     ENTERING TEXT IN THE DOCUMENT

After you create a document, you can start typing the required text. The text will appear on the screen at the current location of the cursor. Ms-Word will automatically take care of the right margin of the text. The insertion point moves automatically to the next line. If you want to start a line or paragraph at the middle you have to press Enter key (¿).

10.5     MOVING AROUND THE DOCUMENT

Before you start edit, the cursor must be brought to the desired location. Following are a few of the keys that can be used to move around in a document

                                               

           Press                            Name of key(s)           To move cursor to

 


            ¬                                Left arrow                   Left by one character

            ®                                Right arrow                 Right by one character

            ­                                  Up arrow                     Up by one line

            ¯                                  Down arrow                Down by one line

            Ctrl+¬                        Ctrl and left arrow      Previous word

            Ctrl+®                        Ctrl and right arrow    Next word

            Ctrl+Home                 Ctrl and Home                        Beginning of a line

            Ctrl+End                     Ctrl and End               End of a line

            Page Up                      Page Up                      Up by one page

            Page Down                 Page Down                 Down by one page

           

10.6     EDITING OPERATIONS

When you enter your text, you are likely to make mistakes. Corrections of these mistakes are called editing. While editing the need may arise to

·         Delete a part of the text.

·         Move a block of text from one place to another.

·         Copy a block of text from one place to other place.

Word provides facilities for all those editing activities but the work rule is to select the text first and then perform the action. Text can be selected using the mouse or the keyboard. The following table illustrates the methods, which basically follows click and drag rule.

            To  Select                                            Action

           

            Any variable length of Text                Drag the mouse over the text to be selected.

            A word                                                Double click the mouse on the particular word.

            A graphic                                            Click the graphic.

            A line of text                                       Click in the selection bar to the left of the line.

            Multiple lines of text                           Drag in the selection bar to the left of the lines.

            A sentence                                          Hold down CTRL and click anywhere

                                                                        in the sentence.

            A paragraph                                        Double click in the selection bar next

                                                                        to the paragraph.

            Multiple paragraph                              Drag in the selection bar

10.7     INSERTING, REPLACING AND DELETING CHARACTER

Ms-Word usually inserts characters at the insertion point.

(a)        Inserting Character

To insert characters, position the cursor at the required point and type them. Word automatically reformats the paragraph and moves words that do not fit on the current line to the next line or form the current page to the next page, as the case may be.

(b)       Replacing Character

Suppose you have typed some text. Now you want to replace it with some other. What you have to do is to highlight the text by dragging the mouse. Next type in the new material. Ms-Word will overwrite the existing material with the new material.

(c)        Deleting Characters

By pressing either the backspace  or the Del key, a character is removed from the document. The Del key deletes a character in the current cursor position while backspace deletes the character to the left of the current cursor position and moves the cursor one position to the left.

(d)       Deleting a block of Text

Select the block of text to be deleted by dragging through the mouse. Then you can press Del key.  Another method is to select Edit from the menu bar and then select clear.

(e)        Moving Text

If you want to shift the text from one place to another in the document, you can do so by moving the text. Select the block of the text you want to shift. You can move the text using the toolbar, the menu bar or the drag function.

(f)        Using the Toolbar

After you select the text, click on the Cutbutton in the standard toolbar (the icon with a scissors) and then bring the cursor to the new location where the text has to appear and click on the Paste button in the standard toolbar as shown in the Fig. 10.3

                       

                        Fig. 10.3 Cut Tool and Paste Tool

(g)        Using the Menu Bar

Select the text to be shifted. Choose the Cut option from the Edit menu. Bring the cursor to the new location where the text has to appear and then choose the Paste option from the Edit menu.

(h)       Using the Click and Drag Function

Select the text to be shifted. Click anywhere in the selected text and then drag it to the desired new location and leave it there.

10.8    COPYING TEXT

If you want to copy the text from one place to another in the document, you need to highlight the block of the text first. Select the block of the text you want to copy. You can copy the text using the toolbar, the menu bar or the drag function.

10.9     USING THE TOOLBAR

After you select the text, click on the Copy button in the standard toolbar and then bring the cursor to the new location where the text has to appear again and click on the Paste button in the standard toolbar as shown in the Fig. 10.4

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                        Fig. 10.4 Copy Tool

(a)        Using the Menu Bar

Select the text to be copied. Choose the Copyoption from the Edit menu. Bring the cursor to the new location where the text has to appear and then choose the Paste option from the Edit menu.

(b)       Using the Click and Drag Function

Select the text to be copied. Click anywhere in the selected text and then drag into the desired new location and leave it there.

(c)        Deleting a Block of Text

Select the text to be copied as a block and then either you can press the Del key or you can select the Clear option from the Edit menu.

10.10   UNDO-REPEAT

Many times, it is required to undo previous command and also to repeat previous actions. For this you can use the undo and redo options of the edit menu. Undo reverses the changes made in a document.

IN- TEXT QUESTION 10.1

1.     State True or False

(a)    To open a file, you can type in Alt + F.

(b)   Instead of clicking File and New you can directly open a new document by clicking at the ‘new’ icon on the standard tool bar.

(c)    While deleting a text the need may arise to move a block of text from one place to another.

(d)   By pressing either the backspace or the Del key a character is removed from the document.

(e)    If you want to copy the text from one place to another in the document, you need to highlight the block of the text first.

10.11   FIND AND REPLACE TEXT

It is a very standard and powerful feature of any word processor. Ms-Word gives a facility using which any word or text can be searched throughout the document and it can be replaced with the required word or text. To find and replace text, click on Edit from the menu bar. A dialog box as shown in the Fig. 10.5 will be displayed.


Fig. 10.5 Replacing Text

Following steps are to be followed to execute Find and Replace command.

·         Type the text to be searched. For example, we type NOS if we have to find it.

·         Click on Find Next. (This will allow you only to find a text, not to replace it with something else.)

·         Click at Replace on the top left hand corner. (You will find another box where you can type the text which will replace the existing text)

·         Type the text, which will replace the text.

·         Click on Replace or Replace All, as per the requirement.

·         Click on close to resume editing.

10.12   SAVE AND EXIT


When you are finished with your document, it will not be stored automatically. In order to save the document on to the disc for future use, you have to click on File from menu bar, and then selecting Save option (Fig. 10.6).

Fig. 10.6   Saving a document

When you save a document for the first time you have to click at Save As. You will find a dialog box as in Fig. 10.7.


Fig. 10.7

Here you have to specify the file name, the directory and the drive in which the document has to be saved. In Fig. 10.7, the file is saved in directory ‘unitrev’, the file name is ‘m2’ and it is saved as a word document. Remember that Ms-Word offers scope to save your file in different modes such as text only, word perfect, earlier versions of Ms-Word, etc. Once you have specified the file name, directory, and document type, you have to click at Save.

(a)        Auto saving a Document

When you are working with a document, Ms-Word can save your document, periodically. You have to choose the option of Auto save and its period also. You can enable the Auto save by clicking on Toolsfrom the menu bar and then selecting the Options option. Select the Save button from the dialog box as shown in the Fig. 10.8


Fig. 10.8   Auto Saving

 Once you click at Save you will find a screen as given in Fig. 10.8. Here you can specify the time (in minutes) when you want Ms-Word to auto-save the document. In the Fig. 10.8 the time is adjusted to 5 minutes. This means that for the file ‘m2.doc’ the computer will save automatically every 5 minutes. The advantage of auto-save is that in case of a power failure, the work lost is at most of 5 minutes.

(b)       Saving with a Password

At times, you do not want your important documents to be opened by others. Ms-Word offers you the scope of providing a password to open the file. As you can see from Fig. 10.8 there is a separate box where you can type in the password you want to give. Ms-Word will show an asterisk  (*) for every alphabet or number. In Fig. 10.8 we have given a password ‘GHXT’; hence the 4 asterisk. Remember that while assigning a password Ms-Word distinguishes between lower case and capital case. So you cannot open a file with password GHXT by typing in ‘ghxt’.


Fig. 10.9

10.13   OPENING AN EXISTING DOCUMENT

In order to open an existing document you can click on File from menu bar and then choose the Open option. The open file dialog box will be displayed as shown in the Fig. 10.10


Fig. 10.10  Opening a document

Here you can select the directory and the drive from where you have to open the document and then selecting the file name from the file list box and then click on the OK option to open the document. 

You can also click on the Open File tool from the standard toolbar to open a document. This will also display the same ‘open file dialog box’ from where you can use the similar steps to open a document.

10.14   QUITTING WORD

Once you are finished with your work you need to exit from Ms-Word. This you can do by clicking on the File from the menu bar and then selecting the Exit option. If the document is not currently saved Ms-Word will ask whether to save the file or not by displaying the following dialog box (see Fig. 10.11). You have to click on the option Yes to save the changes. Once you come out of the Word, the Windows screen will be displayed and there you can continue to work on windows or you can exit from Windows and switch off your machine. However, do not switch off your machine without exiting from Ms-Word, this may result in loss of valuable data.


Fig. 10.11

IN TEXT QUESTIONS 10.2

1.         Choose the best answer

(a)   To find and replace text, click on

(i)    Edit

(ii)   File

(iii)  View

(b)  When you save a document for the first time you have to click at

(i)    Save

(ii)  Rename

(iii) Save as

            (c) In order to open an existing document you can click on

(i)    file

(ii)   Edit

(iii)  View

10.  15  WHAT YOU HAVE LEARNT

At the end of this lesson you learnt the procedure of creating a new document. Now you are in a position to start typing on the new document and make corrections for the error. Ms-Word can delete a character, word, line or paragraph and replace with required text. Also you can move the selected part of the text to another place by the “cut” and “paste” commands. At the end of the lesson discussed the procedure of saving a document and exit out of Ms-Word.

10.16   TERMINAL QUESTIONS

1.      Describe the steps to open a new document.

2.      Explain the steps to find the word ‘NOS’ and replacing it by ‘National Open School’.

3.      List steps to save a document.

4.      How will you open an existing document for editing?

10.17      FEEDBACK TO IN-TEXT QUESTIONS

IN-TEXT QUESTION 10.1

1. (a) True        (b) True           (c) False           (d) True           (e) True

IN-TEXT QUESTION 10.2

1.  (a) i             (b) iii                (c) i

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